Problem with merging from excel to word.... Rhianne 10/23/2008 2:41:01 PM I have a personnel spreadsheet that requires to be merged with people's contracts, to do manually would take forever so have begun to merge the documents which has been really quick. This has worked fine for name, address etc and then I decided to merge job titles as none of these will be generic and would be easier in long run to do so. I have exactly the same spreadsheet for each break down of employees and exactly the same contracts in terms of layout etc. I have successfully managed to merge two spreadsheets worth of information back into the documents, but for some reason I cannot do this anymore. WHY??? I have tried to fitting the spreadsheet to one page, still doesn't work. I've tried renaming the column, doesn't work. I cannot think what could be stopping it, but each time I try "Job Title" does not appear in the list of fields, even though it is in a column in excel like the others - and plus was just working!!!! Could the problem be where I have too many records? That is the only thing I can think of, most of them are blank (again I do not know how that happened...but that isn't a huge worry at the moment). Where am I going wrong????????????????

Re: Problem with merging from excel to word.... "Peter Jamieson" <pjj[ at ]KillmapSpjjnet.demon.co.uk> 10/23/2008 4:52:30 PM Which version of Word/Excel? Does the column appear in the Mail merge Recipients/Edit recipients dialog box? Are any other columns missing? Have you tried going through the process of connecting to the worksheet again (disconnect first)? I expect you have, but just in case... -- Peter Jamieson http://tips.pjmsn.me.uk "Rhianne" <Rhianne[ at ]discussions.microsoft.com> wrote in message news:1BA03A6A-586D-47FC-80E6-E191991E872E[ at ]microsoft.com... [Quoted Text] >I have a personnel spreadsheet that requires to be merged with people's > contracts, to do manually would take forever so have begun to merge the > documents which has been really quick. > > This has worked fine for name, address etc and then I decided to merge job > titles as none of these will be generic and would be easier in long run to > do > so. > > I have exactly the same spreadsheet for each break down of employees and > exactly the same contracts in terms of layout etc. I have successfully > managed to merge two spreadsheets worth of information back into the > documents, but for some reason I cannot do this anymore. WHY??? > > I have tried to fitting the spreadsheet to one page, still doesn't work. > I've tried renaming the column, doesn't work. I cannot think what could be > stopping it, but each time I try "Job Title" does not appear in the list > of > fields, even though it is in a column in excel like the others - and plus > was > just working!!!! > > Could the problem be where I have too many records? That is the only thing > I > can think of, most of them are blank (again I do not know how that > happened...but that isn't a huge worry at the moment). > > Where am I going wrong????????????????

Re: Problem with merging from excel to word.... Rhianne 10/24/2008 7:50:24 AM Both 2003. I haven't used recipients dialog box - should i give this a go? what bemuses me is that it was working fine and then poof! It won't complete the task. "Peter Jamieson" wrote: [Quoted Text] > Which version of Word/Excel? > > Does the column appear in the Mail merge Recipients/Edit recipients dialog > box? Are any other columns missing? > > Have you tried going through the process of connecting to the worksheet > again (disconnect first)? I expect you have, but just in case... > > -- > Peter Jamieson > http://tips.pjmsn.me.uk > > "Rhianne" <Rhianne[ at ]discussions.microsoft.com> wrote in message > news:1BA03A6A-586D-47FC-80E6-E191991E872E[ at ]microsoft.com... > >I have a personnel spreadsheet that requires to be merged with people's > > contracts, to do manually would take forever so have begun to merge the > > documents which has been really quick. > > > > This has worked fine for name, address etc and then I decided to merge job > > titles as none of these will be generic and would be easier in long run to > > do > > so. > > > > I have exactly the same spreadsheet for each break down of employees and > > exactly the same contracts in terms of layout etc. I have successfully > > managed to merge two spreadsheets worth of information back into the > > documents, but for some reason I cannot do this anymore. WHY??? > > > > I have tried to fitting the spreadsheet to one page, still doesn't work. > > I've tried renaming the column, doesn't work. I cannot think what could be > > stopping it, but each time I try "Job Title" does not appear in the list > > of > > fields, even though it is in a column in excel like the others - and plus > > was > > just working!!!! > > > > Could the problem be where I have too many records? That is the only thing > > I > > can think of, most of them are blank (again I do not know how that > > happened...but that isn't a huge worry at the moment). > > > > Where am I going wrong???????????????? > >

Re: Problem with merging from excel to word.... Rhianne 10/24/2008 8:08:01 AM I have tried rearranging the columns but it still doesn't want to work - all the other columns are there, nothing else is missing. [Quoted Text] > Both 2003. > > I haven't used recipients dialog box - should i give this a go? what bemuses > me is that it was working fine and then poof! It won't complete the task. > > > > "Peter Jamieson" wrote: > > > Which version of Word/Excel? > > > > Does the column appear in the Mail merge Recipients/Edit recipients dialog > > box? Are any other columns missing? > > > > Have you tried going through the process of connecting to the worksheet > > again (disconnect first)? I expect you have, but just in case... > > > > -- > > Peter Jamieson > > http://tips.pjmsn.me.uk > > > > "Rhianne" <Rhianne[ at ]discussions.microsoft.com> wrote in message > > news:1BA03A6A-586D-47FC-80E6-E191991E872E[ at ]microsoft.com... > > >I have a personnel spreadsheet that requires to be merged with people's > > > contracts, to do manually would take forever so have begun to merge the > > > documents which has been really quick. > > > > > > This has worked fine for name, address etc and then I decided to merge job > > > titles as none of these will be generic and would be easier in long run to > > > do > > > so. > > > > > > I have exactly the same spreadsheet for each break down of employees and > > > exactly the same contracts in terms of layout etc. I have successfully > > > managed to merge two spreadsheets worth of information back into the > > > documents, but for some reason I cannot do this anymore. WHY??? > > > > > > I have tried to fitting the spreadsheet to one page, still doesn't work. > > > I've tried renaming the column, doesn't work. I cannot think what could be > > > stopping it, but each time I try "Job Title" does not appear in the list > > > of > > > fields, even though it is in a column in excel like the others - and plus > > > was > > > just working!!!! > > > > > > Could the problem be where I have too many records? That is the only thing > > > I > > > can think of, most of them are blank (again I do not know how that > > > happened...but that isn't a huge worry at the moment). > > > > > > Where am I going wrong???????????????? > > > >

Re: Problem with merging from excel to word.... "Peter Jamieson" <pjj[ at ]KillmapSpjjnet.demon.co.uk> 10/24/2008 8:18:18 AM [Quoted Text] > I haven't used recipients dialog box - should i give this a go? I'm not suggesting it as a normal working practice, only as another way to see what Word "thinks" is in your sheet. > me is that it was working fine and then poof! It won't complete the task. Yes, that is definitely the mystery factor in this case. A few other questions: a. Are the column headings in your Excel file simply texts in row 1 of the sheet? b. are there any empty columns (perhaps hidden ones) within the sheet? c. when you connect to the sheet from Word, - are you seeing the Confirm dialog box (which may appear after you have selected the sheet, and asks what "connection method" you want to use (DDE, ODBC, OLE DB etc.) ? - if so, which option are you choosing (e.g. are you using DDE deliberately)? - after that, do you see a dialog box titled Select Table, or a different dialog box? >> but each time I try "Job Title" does not appear in the list >> > of >> > fields, Can you use Alt-F9 in Word to diplay the field codes (which look like { MERGEFIELD "Job Title" } ? Do any of them have the "switch" \m in them, e.g. { MERGEFIELD "Job Title" \m } If so, you have probably been inserting your merge fields with the "Address fields" radio button seleted in the insertion dialog rather than the "Database fields" button, and I would delete these fields, check the Database fields button, then insert the fields you need. ("Address fields" just contains a standard list of field names that Word tries to match with field names in your data source. It may or may not match Job Title automatically. If it doesn't, and you have not matched it manually, there will likely be problems. "Database fields" lists the fields that are actually in your data source). -- Peter Jamieson http://tips.pjmsn.me.uk "Rhianne" <Rhianne[ at ]discussions.microsoft.com> wrote in message news:1880F618-023D-4AE9-B233-A3EC41331AEF[ at ]microsoft.com... > Both 2003. > > I haven't used recipients dialog box - should i give this a go? what > bemuses > me is that it was working fine and then poof! It won't complete the task. > > > > "Peter Jamieson" wrote: > >> Which version of Word/Excel? >> >> Does the column appear in the Mail merge Recipients/Edit recipients >> dialog >> box? Are any other columns missing? >> >> Have you tried going through the process of connecting to the worksheet >> again (disconnect first)? I expect you have, but just in case... >> >> -- >> Peter Jamieson >> http://tips.pjmsn.me.uk >> >> "Rhianne" <Rhianne[ at ]discussions.microsoft.com> wrote in message >> news:1BA03A6A-586D-47FC-80E6-E191991E872E[ at ]microsoft.com... >> >I have a personnel spreadsheet that requires to be merged with people's >> > contracts, to do manually would take forever so have begun to merge the >> > documents which has been really quick. >> > >> > This has worked fine for name, address etc and then I decided to merge >> > job >> > titles as none of these will be generic and would be easier in long run >> > to >> > do >> > so. >> > >> > I have exactly the same spreadsheet for each break down of employees >> > and >> > exactly the same contracts in terms of layout etc. I have successfully >> > managed to merge two spreadsheets worth of information back into the >> > documents, but for some reason I cannot do this anymore. WHY??? >> > >> > I have tried to fitting the spreadsheet to one page, still doesn't >> > work. >> > I've tried renaming the column, doesn't work. I cannot think what could >> > be >> > stopping it, but each time I try "Job Title" does not appear in the >> > list >> > of >> > fields, even though it is in a column in excel like the others - and >> > plus >> > was >> > just working!!!! >> > >> > Could the problem be where I have too many records? That is the only >> > thing >> > I >> > can think of, most of them are blank (again I do not know how that >> > happened...but that isn't a huge worry at the moment). >> > >> > Where am I going wrong???????????????? >> >>

Re: Problem with merging from excel to word.... Rhianne 10/24/2008 10:33:01 AM Fixed it! I think there was a problem with data source, so I used another spreadsheet with similar information and it worked a treat! Thanks for your help though - I was wondering if you knew how I can get rid of all unwanted records? There are hundreds of blank records that I want to delete, but do not know how. I know that when I merge to the printer etc I should be able to edit the range, but how do I go about editing documents (if I want) before printing. Plus can I save individual documents? Do I need to merge them with printer or something before I can do this? It has been a long time since I have mail merged using microsoft and that was using access and creating letters, so little different and I remember it being a lot easier!! "Peter Jamieson" wrote: [Quoted Text] > > I haven't used recipients dialog box - should i give this a go? > > I'm not suggesting it as a normal working practice, only as another way to > see what Word "thinks" is in your sheet. > > > me is that it was working fine and then poof! It won't complete the task. > > Yes, that is definitely the mystery factor in this case. > > A few other questions: > a. Are the column headings in your Excel file simply texts in row 1 of the > sheet? > b. are there any empty columns (perhaps hidden ones) within the sheet? > c. when you connect to the sheet from Word, > - are you seeing the Confirm dialog box (which may appear after you have > selected the sheet, and asks what "connection method" you want to use (DDE, > ODBC, OLE DB etc.) ? > - if so, which option are you choosing (e.g. are you using DDE > deliberately)? > - after that, do you see a dialog box titled Select Table, or a > different dialog box? > > >> but each time I try "Job Title" does not appear in the list > >> > of > >> > fields, > > Can you use Alt-F9 in Word to diplay the field codes (which look like { > MERGEFIELD "Job Title" } ? > > Do any of them have the "switch" \m in them, e.g. > > { MERGEFIELD "Job Title" \m } > > If so, you have probably been inserting your merge fields with the "Address > fields" radio button seleted in the insertion dialog rather than the > "Database fields" button, and I would delete these fields, check the > Database fields button, then insert the fields you need. > > ("Address fields" just contains a standard list of field names that Word > tries to match with field names in your data source. It may or may not match > Job Title automatically. If it doesn't, and you have not matched it > manually, there will likely be problems. "Database fields" lists the fields > that are actually in your data source). > > -- > Peter Jamieson > http://tips.pjmsn.me.uk > > "Rhianne" <Rhianne[ at ]discussions.microsoft.com> wrote in message > news:1880F618-023D-4AE9-B233-A3EC41331AEF[ at ]microsoft.com... > > Both 2003. > > > > I haven't used recipients dialog box - should i give this a go? what > > bemuses > > me is that it was working fine and then poof! It won't complete the task. > > > > > > > > "Peter Jamieson" wrote: > > > >> Which version of Word/Excel? > >> > >> Does the column appear in the Mail merge Recipients/Edit recipients > >> dialog > >> box? Are any other columns missing? > >> > >> Have you tried going through the process of connecting to the worksheet > >> again (disconnect first)? I expect you have, but just in case... > >> > >> -- > >> Peter Jamieson > >> http://tips.pjmsn.me.uk > >> > >> "Rhianne" <Rhianne[ at ]discussions.microsoft.com> wrote in message > >> news:1BA03A6A-586D-47FC-80E6-E191991E872E[ at ]microsoft.com... > >> >I have a personnel spreadsheet that requires to be merged with people's > >> > contracts, to do manually would take forever so have begun to merge the > >> > documents which has been really quick. > >> > > >> > This has worked fine for name, address etc and then I decided to merge > >> > job > >> > titles as none of these will be generic and would be easier in long run > >> > to > >> > do > >> > so. > >> > > >> > I have exactly the same spreadsheet for each break down of employees > >> > and > >> > exactly the same contracts in terms of layout etc. I have successfully > >> > managed to merge two spreadsheets worth of information back into the > >> > documents, but for some reason I cannot do this anymore. WHY??? > >> > > >> > I have tried to fitting the spreadsheet to one page, still doesn't > >> > work. > >> > I've tried renaming the column, doesn't work. I cannot think what could > >> > be > >> > stopping it, but each time I try "Job Title" does not appear in the > >> > list > >> > of > >> > fields, even though it is in a column in excel like the others - and > >> > plus > >> > was > >> > just working!!!! > >> > > >> > Could the problem be where I have too many records? That is the only > >> > thing > >> > I > >> > can think of, most of them are blank (again I do not know how that > >> > happened...but that isn't a huge worry at the moment). > >> > > >> > Where am I going wrong???????????????? > >> > >> > >

Re: Problem with merging from excel to word.... "Peter Jamieson" <pjj[ at ]KillmapSpjjnet.demon.co.uk> 10/24/2008 11:29:10 AM [Quoted Text] > Thanks for your help though - I was wondering if you knew how I can get > rid > of all unwanted records? There are hundreds of blank records that I want > to > delete, but do not know how. Are these records that just have some columns filled in Excel, but maybe the columns you are merging are blank? Or what? It is possible to include/exclude records using various criteria in the Mailmerge Recipients dialog box, either using the dropdowns at the top of the columns or using the Advanced... option on those dropdowns. > Plus can I save individual documents? Do I need to merge them with printer Have a look at the stuff by Graham Mayor and Doug Robbins at http://www.gmayor.com/individual_merge_letters.htm -- Peter Jamieson http://tips.pjmsn.me.uk "Rhianne" <Rhianne[ at ]discussions.microsoft.com> wrote in message news:E77BE6B0-F68D-4A18-A9EC-DEA70001C4CA[ at ]microsoft.com... > Fixed it! > > I think there was a problem with data source, so I used another > spreadsheet > with similar information and it worked a treat! > > Thanks for your help though - I was wondering if you knew how I can get > rid > of all unwanted records? There are hundreds of blank records that I want > to > delete, but do not know how. I know that when I merge to the printer etc I > should be able to edit the range, but how do I go about editing documents > (if > I want) before printing. > > Plus can I save individual documents? Do I need to merge them with printer > or something before I can do this? It has been a long time since I have > mail > merged using microsoft and that was using access and creating letters, so > little different and I remember it being a lot easier!! > > "Peter Jamieson" wrote: > >> > I haven't used recipients dialog box - should i give this a go? >> >> I'm not suggesting it as a normal working practice, only as another way >> to >> see what Word "thinks" is in your sheet. >> >> > me is that it was working fine and then poof! It won't complete the >> > task. >> >> Yes, that is definitely the mystery factor in this case. >> >> A few other questions: >> a. Are the column headings in your Excel file simply texts in row 1 of >> the >> sheet? >> b. are there any empty columns (perhaps hidden ones) within the sheet? >> c. when you connect to the sheet from Word, >> - are you seeing the Confirm dialog box (which may appear after you >> have >> selected the sheet, and asks what "connection method" you want to use >> (DDE, >> ODBC, OLE DB etc.) ? >> - if so, which option are you choosing (e.g. are you using DDE >> deliberately)? >> - after that, do you see a dialog box titled Select Table, or a >> different dialog box? >> >> >> but each time I try "Job Title" does not appear in the list >> >> > of >> >> > fields, >> >> Can you use Alt-F9 in Word to diplay the field codes (which look like { >> MERGEFIELD "Job Title" } ? >> >> Do any of them have the "switch" \m in them, e.g. >> >> { MERGEFIELD "Job Title" \m } >> >> If so, you have probably been inserting your merge fields with the >> "Address >> fields" radio button seleted in the insertion dialog rather than the >> "Database fields" button, and I would delete these fields, check the >> Database fields button, then insert the fields you need. >> >> ("Address fields" just contains a standard list of field names that Word >> tries to match with field names in your data source. It may or may not >> match >> Job Title automatically. If it doesn't, and you have not matched it >> manually, there will likely be problems. "Database fields" lists the >> fields >> that are actually in your data source). >> >> -- >> Peter Jamieson >> http://tips.pjmsn.me.uk >> >> "Rhianne" <Rhianne[ at ]discussions.microsoft.com> wrote in message >> news:1880F618-023D-4AE9-B233-A3EC41331AEF[ at ]microsoft.com... >> > Both 2003. >> > >> > I haven't used recipients dialog box - should i give this a go? what >> > bemuses >> > me is that it was working fine and then poof! It won't complete the >> > task. >> > >> > >> > >> > "Peter Jamieson" wrote: >> > >> >> Which version of Word/Excel? >> >> >> >> Does the column appear in the Mail merge Recipients/Edit recipients >> >> dialog >> >> box? Are any other columns missing? >> >> >> >> Have you tried going through the process of connecting to the >> >> worksheet >> >> again (disconnect first)? I expect you have, but just in case... >> >> >> >> -- >> >> Peter Jamieson >> >> http://tips.pjmsn.me.uk >> >> >> >> "Rhianne" <Rhianne[ at ]discussions.microsoft.com> wrote in message >> >> news:1BA03A6A-586D-47FC-80E6-E191991E872E[ at ]microsoft.com... >> >> >I have a personnel spreadsheet that requires to be merged with >> >> >people's >> >> > contracts, to do manually would take forever so have begun to merge >> >> > the >> >> > documents which has been really quick. >> >> > >> >> > This has worked fine for name, address etc and then I decided to >> >> > merge >> >> > job >> >> > titles as none of these will be generic and would be easier in long >> >> > run >> >> > to >> >> > do >> >> > so. >> >> > >> >> > I have exactly the same spreadsheet for each break down of employees >> >> > and >> >> > exactly the same contracts in terms of layout etc. I have >> >> > successfully >> >> > managed to merge two spreadsheets worth of information back into the >> >> > documents, but for some reason I cannot do this anymore. WHY??? >> >> > >> >> > I have tried to fitting the spreadsheet to one page, still doesn't >> >> > work. >> >> > I've tried renaming the column, doesn't work. I cannot think what >> >> > could >> >> > be >> >> > stopping it, but each time I try "Job Title" does not appear in the >> >> > list >> >> > of >> >> > fields, even though it is in a column in excel like the others - and >> >> > plus >> >> > was >> >> > just working!!!! >> >> > >> >> > Could the problem be where I have too many records? That is the only >> >> > thing >> >> > I >> >> > can think of, most of them are blank (again I do not know how that >> >> > happened...but that isn't a huge worry at the moment). >> >> > >> >> > Where am I going wrong???????????????? >> >> >> >> >> >>